Senior Residency Program Coordinator

Position Details

Position Information

Position Title Senior Residency Program Coordinator UIW Mission

University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.

Position Summary

The Senior Residency Program Coordinator provides advanced administrative and operational support for Graduate Medical Education (GME) programs. This position partners closely with program leadership and institutional GME leadership to ensure compliance with Accreditation Council for Graduate Medical Education (ACGME), institutional, and program requirements.

The Senior Residency Program Coordinator reports to the Administrative Program Director.

This position works out of the UIW School of Osteopathic Medicine Office that is located at the Brooks City Base location in South San Antonio.

Benefits

UIW has been identified year after year as one of the nation's Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program (EAP), wellness programs, employee discount program, Public Service Loan Forgiveness (PSLF) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.

Job Duties

Job Duty Name Program Operations & Accreditation Support Description of Job Duties

• Coordinates day-to-day operations of assigned residency program.
• Assists program leadership with maintaining compliance with ACGME, institutional, and specialty board requirements.
• Supports accreditation activities including Annual Program Evaluation (APE), site visit preparation, ADS updates, and resident/faculty surveys.
• Assists with development, revision, and implementation of program policies, procedures, and handbooks.
• Maintains resident, faculty, and program records in residency management systems (e.g., MedHub, New Innovations).

Job Duty Name Recruitment, Onboarding, & Resident Lifecycle Management Description of Job Duties

• Coordinates recruitment activities including ERAS application management, interview scheduling, ranking, onboarding, orientation, and graduation.
• Oversees resident appointment and reappointment processes, including contract preparation and tracking of required documentation.
• Verifies resident licensure, certifications, training records, and onboarding requirements.
• Coordinates graduation activities and completion documentation.

Job Duty Name Institutional & Administrative Leadership Description of Job Duties

• Serves as a senior operational resource within the GME office.
• Assists with training, onboarding, and mentoring of new program coordinators and administrative staff.
• Identifies opportunities to improve workflows, standardize processes, and enhance operational efficiency across programs.
• Assists institutional GME leadership with special projects, reporting, committee support, and institutional initiatives.
• Supports institutional events including orientations, wellness initiatives, recruitment fairs, faculty development activities, and graduation ceremonies.

Job Duty Name Committee & Meeting Support Description of Job Duties

• Coordinates meetings including Clinical Competency Committee (CCC), Program Evaluation Committee (PEC), and other program meetings as assigned.
• Prepares agendas, meeting materials, reports, and meeting minutes.
• Assists with tracking action items and follow-up activities.

Job Duty Name Reporting & Financial Support Description of Job Duties

• Creates and analyzes reports related to accreditation, recruitment, resident tracking, and program operations.
• Assists with monitoring program expenditures, reimbursements, and budget tracking.
• Supports grant-related documentation and institutional reporting as assigned.

Job Duty Name Additional Responsibilities Description of Job Duties

• Serves as a point of contact for residents, fellows, faculty, and institutional partners on program-related matters.
• Maintains confidentiality of sensitive information.
• Provides off-site support to affiliated hospitals, clinics, and educational sites as assigned.
• Performs other duties as assigned.

Qualifications

Knowledge Skills and Abilities

• Advanced proficiency in Microsoft Excel, Word, and PowerPoint.
• Strong understanding of ACGME accreditation requirements and GME operations.
• Experience using residency management software such as MedHub or New Innovations.
• Excellent organizational, communication, and interpersonal skills.
• Ability to independently prioritize responsibilities and manage multiple deadlines.
• Strong attention to detail and problem-solving abilities.
• Ability to maintain professionalism and confidentiality in a fast-paced environment.
• Ability to work collaboratively with faculty, residents, institutional leadership, and external partners.
• Ability to work effectively with individuals from diverse communities and cultures.
• Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.

Required Education

Bachelor's Degree.

Required Work Experience

Two (2) years of progressively responsible administrative experience in Graduate Medical Education, academic medicine, or a healthcare education environment.

Preferred Qualifications

• Minimum of two (2) years of direct GME experience.
• Experience with ACGME accreditation processes and residency management systems.
• Knowledge of CMS funding rules and regulations.
• Experience supporting institutional committees and accreditation activities.
• Experience mentoring or training administrative staff.
• TAGME certification or eligibility preferred.

Required Certifications, Licenses or Registrations

Must have a valid driver's license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW.

Work Hours

Typical Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional evenings and weekends as needed to support recruitment, orientation, graduation, accreditation activities, and institutional events.

Physical Demands

• Ability to lift up to 15lbs for table set-up/tear-down at events, as well as lift office supplies.
• Ability to reach overhead, bend, squat to retrieve office/event materials.
• Ability to push/pull event carts holding up to 50 lbs.
• Ability to actively engage in events for extended periods of time.
• Ability to regularly move about campus and event venues to actively engage faculty, staff, and potential/current residents, as well as attend meetings on and off campus.

Posting Details

Posting Details

Posting Number AS2268PO Number of Vacancies 1 Job Type Full Time Job Category Administrator (exempt) Desired Start Date 07/16/2026 Position End Date (if temporary) Reports to Administrative Program Director Salary $55,000-60,000 Annualized Open Date 06/15/2026 Close Date Open Until Filled Yes Special Instructions to Applicant

This position works out of the UIW School of Osteopathic Medicine Office that is located at the Brooks City Base location in South San Antonio.

EOE

UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).

Title IX

This position is considered a "Responsible Employee" under Title IX federal regulations and "Mandatory Reporter" under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Letter of Recommendation 1
• Other Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • How did you hear about this employment opportunity?

• UIW Website

• HigherEdJobs.com

• Indeed

• LinkedIn

• WorkplaceDiversity.com

• HispanicDiversity.com

• BlackJobCenter.com

• WomensJobCenter.com

• VeteransConnect.com

• Personal Referral

• Employee Referral

• Other

• If you selected other, please tell us where?

(Open Ended Question)

• • What is the highest level of education you have achieved?

• Less than Bachelor's Degree

• Bachelor's Degree

• Master's Degree

• PHD or higher

• • How many years of progressively responsible administrative experience do you have in Graduate Medical Education, academic medicine, or in a healthcare education environment?

• Less than 2 years

• 2 years

• 3 years

• 4 or more years

• • Describe your experience using residency management software such as MedHub or New Innovations. Identify where such experience was gained and the time frame in which experience was acquired..

(Open Ended Question)

• • Rate your experience in Microsoft Outlook, Word, Excel, PowerPoint, and Teams using the following rating scale for each application: (0) no experience; (1) minimal experience; (2) limited experience; (3) proficient experience; (4) advanced experience; and (5) expert experience. Indicate any special skills in each such as pivot tables, Vlookup, etc...

(Open Ended Question)

• • Do you currently have a valid driver's license AND are you at least 21 years of age, as required to drive for UIW?
• No
• Yes, I have a valid driver license and I am at least 21 years old